How to hide certain choices based on logged in users' department

Rob Sestito · ‎08-31-2022

Hey there SN Comm Team,

I am in need of some help to hide certain choices from a custom field when the logged in user does not belong to the Human Resources Department.

The field and choices are on the HRIT Operations table

Department field sits on the user table (sys_user)

I also need to hide these choices on the portal side. The variable I am using is a reference type. Using a reference qualifier to reference the choices so that I did not have to duplicate all the choices (there are 37).

I believe I have to use both Script Include with Ajax and a Client Script, but having difficulty scripting it.

Can someone lend me a hand and show me the way 🙂

Thank you in advance,

-Rob

Mahendra RC · ‎08-31-2022

Hello Rob,

If your requirement is to use a drop down field then I would suggest not to use the reference type field. You can use the Select box type (choice type) field which is a best practice, because if you have a requirement to create UI policy on this field or Hide other fields based on this field value if future, then it will be difficult for you or team to implement the UI Policy because the reference qualifier will not be applicable on condition field in UI policy table. So you we end up having 100s of value for your field when creating UI Policy.

If you are using the Select box type field then you can use the below code:

function onLoad() {
    var ga = new GlideAjax("DepartmentUtilsCustom");
    ga.addParam('sysparm_name', 'isUserFromHrDepartment');
    ga.getXMLAnswer(getResources);

    function getResources(response) {
        var answer = response;
        alert(answer);
        if (!answer || answer == "false") {
                var removeOptions = ["value1", "value2", "value3"]; // you can add the drop-down choice field value that you want to remove
                for (var optionValues in removeOptions) {
                        g_form.removeOption("<YOUR_FIELD_NAME>", removeOptions[optionValues]);
                }
        }
    }
}

Create a System property:
Name: hr.department.sys_id
Value: <sys_id of human resource department in your instance>

Script include:

var DepartmentUtilsCustom = Class.create();
DepartmentUtilsCustom.prototype = Object.extendsObject(AbstractAjaxProcessor, {
	isUserFromHrDepartment: function () {
		// As the department of logged in user will not change frequently we can get the Department ID of logged user from user's current session
		return (gs.getUser().getDepartmentID() == gs.getProperty("hr.department.sys_id"));
	},

    type: 'DepartmentUtilsCustom'
});

Please mark my respsone as helpful/correct, if it answer your question.

Thanks

View solution in original post

kunal20 · ‎08-31-2022

Hi Rob,

You can use the following code to hide the field choices based on the loggedIn User department:-

Client Script
function onLoad() {
    //Type appropriate comment here, and begin script below
    var userID = g_user.userID;
    //alert(userID);
    var ga = new GlideAjax("demoTestingSI");
    ga.addParam('sysparm_name', 'getDetails');
    ga.addParam('sysparm_caller', userID);
    // alert("kunal");
    ga.getXML(getResources);

    function getResources(response) {
        var answer = response.responseXML.documentElement.getAttribute("answer");
        alert(answer);


    }
}

Script Include:-
var demoTestingSI = Class.create();
demoTestingSI.prototype = Object.extendsObject(AbstractAjaxProcessor, {

    getDetails: function() {

        var abc = this.getParameter('sysparm_caller');
        var grp = new GlideRecord('sys_user');
        grp.addQuery('sys_id', abc);
        grp.query();
        if (grp.next()) {
            // gs.addInfoMessage("the email is");
            //gs.error("2.0 error");
            var av = grp.department.getDisplayValue();
            return av;
        }

    },

    type: 'demoTestingSI'
});

Kindly mark this as helpful is this solves your issue.

Thank you,

Kunal

Rob Sestito · ‎08-31-2022

Hey Kunal,

Thank you for responding - however, are you able to assist a bit more?

Out of all my choices (37 of them), I need to hide certain ones. Where would I be doing that in the script you have provided?

Also, where are we saying, "user is not in human resources department"?

If you can provide additional details with these scripts that would be great.

Thank you,

-Rob

kunal20 · ‎08-31-2022

Hi,

Here is the complete solution:-

function onLoad() {
    //Type appropriate comment here, and begin script below
    var userID = g_user.userID;
    var ga = new GlideAjax("demoTestingSI");
    ga.addParam('sysparm_name', 'getDetails');
    ga.addParam('sysparm_caller', userID);
    ga.getXML(getResources);

    function getResources(response) {
        var answer = response.responseXML.documentElement.getAttribute("answer");
        alert(answer);
		if(answer=='a581ab703710200044e0bfc8bcbe5de8'){    //paste your department sys Id here after the == operator
			g_form.removeOption('category','inquiry');
	}


    }
	
	
}

Mohith Devatte · ‎08-31-2022

Hello @Rob Sestito ,

if you are using a reference field which is referring to sys_choice table you need a reference qualifier and a non client callable script include for this .No need of client script

Use this advanced reference qualifier in reference field where you are referring to sys_chocie table

javascript:new getChoices().getChoiceForNonHR();

Script include:


var getChoices = Class.create();
getChoices.prototype = Object.extendsObject(AbstractAjaxProcessor, {

    getChoiceForNonHR: function() {

       var arr=[];
        var dep = new GlideRecord('sys_user');
        dep.addQuery('sys_id',gs.getUserID());
        dep.query();
        if (dep.next())
 {
          if(dep.department.getDisplayValue() == "Human Resources")// replace human resources dept name
{
var gr = new GlideRecord('sys_choice');
gr.addQuery('element','your_element_name');// replace your element name
gr.addEncodedQuery('label!=your_lable_name'); // add encoded query where label is not your required label name to be hidden
gr.query();
while(gr.next())
{
arr.push(gr.sys_id.toString());
}
}
        }
return "sys_idIN"+arr;
    },

    type: 'getChoices'
});

Hope this helps

please mark my answer correct if this helps you